26 February 2014

1. 26 February 2014 • Chris Hall • Information Compliance & Audit Manager • Data submission project • Information for Quality Programme

2. IfQ Programme - Outline Data dictionary project - to define the data we require of clinics. We want to have a clear rationale for each piece of data we collect and for its use. Data submission project – to deliver effective mechanisms for the submission of good quality data to the HFEA and to improve the experience and lessen the strain of submitting data to us. Data outputs and reporting project - to review the reports that we produce to ensure they meet the requirements of the sector and the HFEA. Website and publishing to review the website so that we publish information for patients and the general public about licensed clinics in an efficient, accessible, transparent and balanced way.

3. Data submission project - Outline Project objectives • Ensuring appropriate mechanisms and processes are in place to deliver clinic data to the HFEA Register that is of the appropriate quality, in the right format and at the right time; • The administrative overhead associated with data submission is minimised; • The user experience of submitting, correcting, verifying and monitoring data submissions is improved. Project outputs/deliverables • Register data is fit for the purposes to which end users put it (inc. patient information, OTR, regulatory monitoring, evidence based policy development and impact assessment, research etc.); • Data submission mechanisms and processes are: secure; reliable; efficient/cost-effective; support transparency from the point of clinic data input/extractionthrough to receipt of data by the HFEA and entry on to the register and subsequent correction; • HFEA data submission mechanisms and processes are accessible from and interoperable with the IT solutions chosen by clinics and this works as seamlessly as possible.

4. How can you help? This workshop provides an opportunity for you to provide valuable input to the data submission project based on your extensive knowledge and experience of submitting data to the HFEA and possibly other bodies too. Key areas to consider: Error prevention (both EDI and 3rd part integrator systems) Error identification and correction processes (i.e. validation error reports and correction) Submission requirements (inc. Direction 0005 timeframes for submission and correction) Pre-publication Choose a Fertility Clinic data verification processes Submission of donor personal and pen portrait information in hardcopy form Clinic Portal (IUI data submission & monitoring info) Support, reference/guidance information • Data dictionary project • will define the dataset to be submitted and the quality levels/tolerances required for the data submitted. • Website & publishing project • will include update of the website (inc.CaFC, RBAT, Clinic Portal, Lifestyle).

5. The format in which report data is supplied and how flexible it is to manipulation etc. We are particularly looking to identify the specific areas where data submission processes are considered to place an unwarranted burden on clinics. The more clearly these are articulated the better. Please also consider the good things in current processes that should be preserved and/or built upon.

6. In groups (i.e. the same groups you were in for the Data Dictionary workshop) please consider: what the good and bad things about current submission processes are, ranking them in order of importance at the end (10 mins). Teams will be asked to provide to provide feedback on the top ranked items (5 mins). ways in which the top ranked bad things identified could be addressed (10 mins). Teams will be asked to provide to provide feedback on the top ranked items (5 mins). Please briefly record your comments using the flipcharts and markers provided. The output of the workshop will be used to inform the project scope of the data submission project (i.e. to deliver higher quality data submissions and reduce the associated administrative consequences of submission).